cancel
Showing results for 
Search instead for 
Did you mean: 
katyo24
Level 1

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

qbs quote.JPG

Solved
Best answer January 31, 2019

Best Answers
IamjuViel
QuickBooks Team

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

Appreciate the screenshot you've provided, @katyo24.

 

I'm here to help walk you through clearing out the open balance in your customer's account. Let's get started!

 

Creating an estimate is one of the process in the workflow for recording your business' accounts receivables in QuickBooks Desktop. Here's the workflow:

  1. Create an estimate 
  2. Create a sales order 
  3. Create an invoice 
  4. Record a payment 
  5. Deposit customer payments

Please be inform that even if you have recorded a customer payments in QuickBooks, it is not a guarantee that your customer's balance will be cleared or zero out. A payment cannot be applied directly to an estimate since it is a non-posting transaction. You'll have to create an invoice to record the sales transactions after your customer accepts the estimate you've sent to them. 

 

To zero out your customer's balance, here's how:

  1. Open the estimate.
  2. Click Create Invoice button.
  3. Choose Create invoice for the entire estimate.
  4. Review the details of the invoice.
  5. Click Save and Close

To pay the invoice, here's how:

  1. Open the invoice.
  2. Click on Receive Payments.
  3. In the Customer Payment window, review the payee information.
  4. Put a check mark on the invoice that will paid.
  5. Click on Save and Close

That should do it! This should get you on the right track of accurately managing your accounts receivables in QuickBooks Desktop. Wishing you continued success!

View solution in original post

qbteachmt
Level 15

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

@IamjuViel

 

Please Learn from this input.

 

@katyo24

 

Estimates are Planning tools. They are neither Paid or Not Paid. They represent the Plan; Sales get paid. What you show is an Open Estimate that was not used for Progress Invoicing, which is fine. You can use Estimate internally or to present to the customer. You can then Charge them from an SO or Actual Billable time & costs. Once you are Done, then, you open that Estimate and at the top, click on Make Inactive = Done.

 

Not everything you can add to Columns on Lists or reports, applies to everything you see there. Open Balance does not Apply to Estimates and to Checks you write, for example. Checks have no Paid Status, but on reports, they always show as Unpaid. They are just checks.

View solution in original post

4 Comments 4
IamjuViel
QuickBooks Team

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

Appreciate the screenshot you've provided, @katyo24.

 

I'm here to help walk you through clearing out the open balance in your customer's account. Let's get started!

 

Creating an estimate is one of the process in the workflow for recording your business' accounts receivables in QuickBooks Desktop. Here's the workflow:

  1. Create an estimate 
  2. Create a sales order 
  3. Create an invoice 
  4. Record a payment 
  5. Deposit customer payments

Please be inform that even if you have recorded a customer payments in QuickBooks, it is not a guarantee that your customer's balance will be cleared or zero out. A payment cannot be applied directly to an estimate since it is a non-posting transaction. You'll have to create an invoice to record the sales transactions after your customer accepts the estimate you've sent to them. 

 

To zero out your customer's balance, here's how:

  1. Open the estimate.
  2. Click Create Invoice button.
  3. Choose Create invoice for the entire estimate.
  4. Review the details of the invoice.
  5. Click Save and Close

To pay the invoice, here's how:

  1. Open the invoice.
  2. Click on Receive Payments.
  3. In the Customer Payment window, review the payee information.
  4. Put a check mark on the invoice that will paid.
  5. Click on Save and Close

That should do it! This should get you on the right track of accurately managing your accounts receivables in QuickBooks Desktop. Wishing you continued success!

qbteachmt
Level 15

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

@IamjuViel

 

Please Learn from this input.

 

@katyo24

 

Estimates are Planning tools. They are neither Paid or Not Paid. They represent the Plan; Sales get paid. What you show is an Open Estimate that was not used for Progress Invoicing, which is fine. You can use Estimate internally or to present to the customer. You can then Charge them from an SO or Actual Billable time & costs. Once you are Done, then, you open that Estimate and at the top, click on Make Inactive = Done.

 

Not everything you can add to Columns on Lists or reports, applies to everything you see there. Open Balance does not Apply to Estimates and to Checks you write, for example. Checks have no Paid Status, but on reports, they always show as Unpaid. They are just checks.

Cabrillo-PV
Level 1

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

Hi, 

We have the same issue with the estimates showing an open balance after the invoices were created.  That only happened to some estimates and not all.  Please advise what might cause this issue.  Please see example.

Estimate with open balance.jpg

Angelyn_T
QuickBooks Team

I have two estimates that are marked "open balance" even though I have entered the payments. See Photo. Thanks.

Hi, @Cabrillo-PV. Thank you for adding a visual interpretation of your estimate entries to this thread. Let me look into this for you so you can clear the open balance of your transaction.

 

An estimate is a non-posting entry. From this, you can create an invoice, sales order, and purchase order. The Open Balance calculates each time you create an invoice from the estimate. Recording invoice payments will zero it out.

 

  1. Open your estimate.
  2. Tap on the open balance amount.
  3. Open each invoice from the Customer Open Balance report.
  4. Record the payment, then save the transaction.

 

I'm adding this article for more hints about tracking invoice payments in our system: Record an invoice payment.

 

After that, your Open Balance should display 0.00 under the Summary section.

 

Aside from estimates, you can also learn more about the different ways of tracking customer or AR entries in QBDT from this article: Get started with customer transaction workflows in QuickBooks Desktop.

 

Feel free to mention my name in the comment section below if you have follow-up questions. I'll get back to you as soon as I can help you again. Have a good one!

Need to get in touch?

Contact us